Consulting_Services_-_Emergency_Management_Exercise_Development_Evaluation.pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

CONSULTING SERVICES - EMERGENCY MANAGEMENT

EXERCISE DEVELOPMENT/EVALUATION

Kristofer Lopez, Procurement Strategist II

Procurement Services Division

3295 Tamiami Trail East,Naples, FL, 34112 kristofer.lopez@colliercountyfl.gov

(239) 252-5551

Quick Quote Title: Consulting Services - Emergency Management Exercise Development/Evaluation

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

B - Quick Quotes Instructions Version 1

C - Template - New Vendor - Modify Request Form

D - 2026-104 Federal Provisions Pkg

1. QUICK QUOTE

Consulting Services - Emergency Management Exercise Development/Evaluation

Release Project Date: March 10, 2026

Question Submission Deadline: March 16, 2026, 3:00pm

Response Submission Deadline: March 20, 2026, 3:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Emergency Management Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

The purchase order term, if an award is made is intended to be for a one-time purchase.

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

https://procurement.opengov.com/portal/collier-county-fl

5.1. Consulting Services - Emergency Management Exercise

Development/Evaluation

Collier County seeks consulting services to evaluate the current Audio/Visual (A/V) and related technology systems that support operations within the County’s Emergency Operations Center (EOC) and adjoining areas of the Emergency Services Center.

The contractor will design, conduct, and evaluate a two-session, full-scale hurricane response exercise that utilizes the EOC’s existing A/V infrastructure. The exercise will be used to identify technology gaps, redundancies, and process inefficiencies that affect situational awareness, operational coordination, and information flow between County departments and partner agencies.

The project’s findings will directly inform future planning and investment decisions for modernizing EOC technology and improving data visualization, coordination, and decision support functions.

1. Project Vision

The County envisions the EOC as an intelligent coordination environment that collects, analyzes, and displays real-time information from multiple operational and infrastructure systems.

Integration of systems such as WebEOC, Juvare Crisis Track, CityView, ArcGIS, Public Safety CAD, Water/Wastewater telemetry, JIRA, Microsoft Copilot/Power BI, Cisco/Webex, Tablet Command, and

Crestron/Extron control will form a unified digital ecosystem that enhances shared situational awareness and coordination.

A new multi-zone video wall and distributed display network will support real-time visualization of field incidents, infrastructure status, and operational data. This modernization will align information management with the FEMA Community Lifelines framework, ensuring each participating agency operates from a consistent, data-driven common operating picture.

This modernization effort will ensure that all agencies operating within the Emergency Services Center can access consistent, real-time information that aligns with the FEMA Community Lifelines framework and supports both technological and procedural integration for improved situational awareness and coordinated decision-making.

2. Scope of Work

The selected contractor shall design and facilitate two half-day hurricane response exercise sessions and one follow-up hotwash session. Each exercise session will evaluate the performance of existing EOC technologies and processes in a simulated, full-activation environment.

All exercise activities shall be designed, developed, conducted, and evaluated in accordance with the Homeland

Security Exercise and Evaluation Program (HSEEP) methodology, including application of its core phases and documentation standards.

The project shall include:

1. Exercise Planning and Design – Develop a realistic hurricane response scenario, exercise objectives, and Lifelines-based injects designed to prompt use and assessment of all current A/V and information-sharing systems. Exercise documentation (Situation Manual, Controller/Evaluator Handbook, Master

Scenario Event List, etc.) shall be prepared in compliance with HSEEP guidance.

2. Exercise Facilitation – Conduct two half-day sessions involving County and partner agency personnel.

Each session will include live play, technology interaction, and facilitated observation of system performance and data flows.

3. Hotwash and Participant Feedback – Conduct immediate post-exercise discussions to document observations, challenges, and opportunities for improvement.

4. Follow-On Survey – Administer an electronic participant survey following both sessions to collect additional feedback specific to technology gaps and process effectiveness.

5. After-Action Report (AAR) and Technology Gap Analysis – Compile exercise results, feedback, and observations into a comprehensive AAR consistent with HSEEP format and evaluation standards, including:

o Detailed assessment of existing A/V and information-sharing systems o Identification of technology limitations, redundancies, and failure points o Recommendations for system improvements, replacements, or integrations o Prioritized improvement plan addressing short-term and long-term actions

The report shall also address opportunities to improve the flow of information through the EOC’s operational systems, decision-support tools, and coordination processes, identifying where technological solutions or procedural changes can enhance accuracy, speed, and accountability.

3. Exercise Framework

Each session is anticipated to follow the general schedule below. The County reserves the right to adjust times and flow as needed to best meet project objectives.

Segment Duration Focus Area

Exercise Overview and

Objectives

30 minutes Orientation and expectations

Post-Landfall Damage

Assessment

1 hour Data collection, situational awareness, and visualization

Resource Mobilization and

Tracking

1.5 hours Coordination, communications, and accountability

Hotwash Discussion 1 hour Technology and information flow evaluation

4. Staffing Expectations

The contractor shall provide qualified personnel to plan and facilitate the exercise, including but not limited to the following key roles:

• Exercise Director – Responsible for overall exercise leadership, coordination, and quality assurance in accordance with HSEEP methodology.

• Lead Controller – Oversees exercise play, timing, and inject delivery to ensure exercise objectives are met.

• Controllers – Assigned to monitor and prompt discussion across operational areas including, but not limited to:

o Joint Information Center (JIC) o Logistics o Planning o Each of the eight FEMA Community Lifelines

The Exercise Director and Lead Controller roles may be performed by the same qualified individual or by separate personnel, as proposed by the contractor. The staffing plan shall clearly identify how these functions will be fulfilled to ensure consistency and quality throughout exercise design, conduct, and evaluation.

5. Deliverables and Performance Standards

Deliverable Description Acceptance Criteria

1. Exercise

Design Package

Scenario, objectives, injects, controller guidance

Submitted and approved by County EM staff prior to exercise play

2. Exercise

Facilitation

Two half-day sessions and one staff hotwash

Conducted as scheduled with documented attendance and participation

3. Participant

Feedback Tools

Hotwash notes and electronic survey summary

Collected and compiled to include in the AAR

4. After-Action

Report and

Technology

Gap Analysis

Comprehensive AAR with prioritized improvement plan

Submitted in final form within 45 days of last session. Report includes specific findings and recommendations related to A/V performance, data integration, and information process improvements across EOC functions.

All deliverables must be directly related to the Scope of Work and measurable against clear performance criteria prior to acceptance.

6. Contractor Qualifications

The proposer or its subcontractor(s) shall demonstrate:

• Experience designing and facilitating emergency management exercises, preferably using HSEEP or equivalent principles.

• Proven technical understanding of A/V and information systems integration within emergency coordination environments.

• Experience evaluating or implementing EOC technology solutions such as video walls, control systems, and data visualization platforms.

• Familiarity with FEMA Community Lifelines and their application to operational decision support.

The contractor may utilize qualified subcontractors to fulfill specialized technical requirements, provided the prime contractor remains responsible for overall project performance and quality.

7. Reporting and Completion Requirements

The contractor shall:

• Participate in a project kickoff meeting with County Emergency Management staff.

• Submit draft deliverables for County review prior to each exercise.

• Provide a final After-Action Report and Technology Gap Analysis within 45 days after the final hotwash.

• Present key findings and recommendations to County leadership and partner agencies upon completion, as requested.

6. INSURANCE REQUIREMENTS

A. Bidder shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in the Insurance and Bonding attachment of the Construction ITB and awarded Agreement. The Bidder shall be required to provide the Certificate of

Insurance(s) with the limits set forth in the Construction ITB. If the Bidder cannot provide the document within the referenced timeframe, the County reserves the right to award to another Bidder. The Bidder shall procure and maintain property insurance upon the entire term of the awarded contract, if required, to the full insurable value of the scope of work.

B. The County and the Bidder waive against each other and the County’s separate Bidders, Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Bidder and County shall, where appropriate, require similar waivers of subrogation from the County’s separate Bidders, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts.

C. Collier County shall be responsible for purchasing and maintaining its own liability insurance.

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$500,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

6.4. Indemnification

To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement.

6.5. Professional Liability

$1,000,000 Per claim & in the aggregate

6.6. Additional Information

https://apps.fldfs.com/bocexempt/

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Exercise Design Package 1 Lump Sum

2 Exercise Facilitation 1 Lump Sum

3 Participant Feedback Tools 1 Lump Sum

4 After-Action Report and Technology

Gap Analysis 1 Lump Sum

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Provide Proof of E-Verify Registration*

*Response required

3. Provide Copy of W-9*

*Response required

4. Submit Certificate of Insurance*

*Response required

5. Provide Proof of State of Florida Registration - Sunbiz*

*Response required

6. For New Vendors - Please complete the New Vendor Form

7. Please submit FPP Grant Provisions*

*Response required